HomeMy WebLinkAbout05-20-11 BOT MinWESTLAKE ACADEMY
BOARD OF TRUSTEES PLANNING WORKSHOP
May 20, 2011
PRESENT: President Laura Wheat and Trustees, Tim Brittan, Clif Cox, Carol Langdon, and
Rick Rennhack.
ABSENT: David Levitan
OTHERS PRESENT: Facilitator Mike Conduff, Superintendent Tom Brymer, Board
Secretary Kelly Edwards, Assistant to the Superintendent Ginger
Awtry, Primary Principal Jamie Schmitz, Middle Years Principal
Rod Harding, Clint Calzini, Administrative Coordinator Ben
Nibarger, PYP Coordinator Allison Schneider, Terri Watson, MYP
Coordinator Tracy Odom, DP Coordinator Stacy Stoyanoff, Special
Projects and Municipal Court Administrator Amanda DeGan,
Finance Director Debbie Piper, Human Resources and
Administrative Services Todd Wood, and Facilities and Recreation
Director Troy Meyer.
Workshop Session
1. CALL TO ORDER
Facilitator Mike Conduff began the meeting at 8:49 a.m.
2. DISCUSSION ITEMS
I. Defining the High Performance Governance Team
Mike Conduff facilitated group introductions, provided an overview of individual
profiles and descriptors, and the group reviewed the Board and WALT surveys
regarding governance.
Discussion then ensued regarding the planning of the meetings, length of discussion
per item, and how to focus the discussion of each item on the agenda.
BOT Minutes 05/20/11
Page 1 of 4
II. Academy Strategic Planninn
The group reviewed the current Mission, Vision, and Values statement. Each table
proposed additional guiding principles.
Discussion ensued regarding the current mission and values, and additional values.
During the lunch break the !Board conducted a break-out session to discuss in
further detail the current Vision/Mission statement.
Superintendent Brymer and Administrative Coordinator Nibarger provided a
presentation and overview of the current process of formatting a new strategic plan
and the implementation of the Balanced Scorecard.
Discussion also ensued regarding the data that would be available for staff to
incorporate into the Dashboard reports and the format linking the Strategic Plan to
the agenda into an actionable format.
III. Financial Planning / Human Resources
Superintendent Brymer provided a presentation and overview of the Capital
Improvement Plan and five-year financial forecast.
Discussion ensued regarding the Hayes facility report, financial assumptions, five-
year financial forecast, and student and staff recruitment.
In depth discussion ensued regarding the current facilities, facilities as presented in
the Hayes report, adding additional students, the academy culture, financial
assumptions and debt issuance.
MYP Principal Harding provided a presentation and overview of Student and Teacher
recruitment.
Discussion then ensued regarding recruitment and retention strategy and additional
uses of Fund 100 such as recruitment fairs.
3. BOARD RECAP / STAFF DIRECTION
I. Defining the High Performance Governance Team
a. Individual Profiles / Team Profile
1. Quality of Decision Making
b. Governance 101 — Diagnostic Tool
1. Identify 4-5 things from the diagnostic tool and bring policy solutions
to the Board.
2. Implement the `clock' system to improve effectiveness of workshops.
BOT Minutes 05/20/11
Page 2of4
3. Re -administer the diagnostic tool and outcome on an annual basis.
Board — Staff Team Development
II. Academy Strategic Planning
a. Review and Revise Mission, Vision & Values
1. "What one thing do you want to see at Westlake Academy that we don't
have?"
1. Follow-up: Staff will take draft's prepared at retreat of MVV —
direction was for staff to refine and bring to Board for discussion and
consideration at future workshop.
b. Review formatting of the strategic planning document with IB
Standards & Practices, BSC and dashboard
1. Board consensus was to proceed with proposed SP framework as
presented by staff. Directed that staff bring back answer to the
Board as to completion time frame (i.e., hard dates for the
deliverables).
c. Discuss ways to integrate the strategic plan into the BOT agenda
1. Tom's idea: Structure agenda items that report on aspects of the SP
by each Desired Outcome and the BSC.
III. Financial Planning / Human Resources
a. Five-year financial forecast N from 3/10
Option B with class size of 20 -
1. Tom presented 5 -year forecast and assumptions (including holding
enrollment at 20 per class, 620 total students) on which it is based —
showing the out year's based on the assumptions where school's
general fund falls below the Board's 45 day fund balance policy in 13-
14.
b. Review Hayes report in conjunction with proposed CIP
c. Five-year financial forecast relative to the Hayes projections
1. Reviewed the Hayes report and draft CIP reflecting Hayes
recommendations — Board directed a review of alternative approach
with incremental implementation.
d. Review financial policy
1. Reviewed the Town's financial policy relative to debt issuance and
indicated while it identified approved instruments of various kinds
(GO, CO, revenue bonds, etc.), this policy doesn't prescribe a
particular type of debt instrument for a particular type of project;
which then doesn't provide guidance for the holding of an election.
No Board consensus reached on this issue.
e. Student & Staff Recruitment
1. Board favored recommendations of staff for recruitment/retention
strategy, including the proposal on the use of Fund 100; however, no
decision was made regarding performance pay program as it relates
to Fund 100.
BOT Minutes 05/20/11
Page 3 of 4
IV. In-depth Governance Analysis
Deferred until Monday's retreat
a. Board of Trustees Policy Manual
b. Town Council / Board of Trustees Relations & Ethics Policy
c. Advisory Board / Affiliates Policy
4. BOARD CALENDAR
- Decoration Day
May 30, 2011, Westlake I.O.O.F Cemetery 6:00 p.m.
- Westlake Academy Commendations Ceremony
June 3, 2011, (8:30-9:30 a.m. in the gymnasium)
- BOT Budget Retreat
June 09, 2011, (9:00 — 1:00 p.m.)
- BOT Meeting
August 15, 2011
- First Day of School
August 22, 2011
S. ADJOURNMENT
The meeting adjourned at 5:19 p.m.
APPROVED BY THE BOARD OF TRUSTEES ON JUNE 6, 2011.
ATTEST:
Kelly Edwards, Board Secretary
x
AlLu,t,L
Laura Wheat, Board President
BOT Minutes 05/20/11
Page 4of4